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  • Duncan Ashenhurst

Staying Connected

As Auckland entered another lockdown following new community cases of Covid, many of the city’s workers are once again commuting from their kitchens to their dining tables (or home office if they’re lucky). It’s a reminder that remote working situations are the new normal. The coronavirus pandemic has delivered a compelling case for moving to truly digital solutions to ensure more robust business continuity.

Companies were quick to grasp that they need to accelerate their digitisation efforts to support a workforce holed-up at home. Technology has come to the aid of business to remove the headaches and shortcomings associated with accessing physical on-premises records.

Today’s worker needs ready and easy access to your information and not just when ‘at the office’.

A Content Services Platform (CSP) helps to organise documents and files in a central digital repository, and secures your information to flow effortlessly - anywhere, any device, any time.

This agility, flexibility and accessibility allows remote teams to operate at full productivity.

CSPs provide the much-lauded benefit of collaboration given they offer shared access to files from various sources and in web-enabled user interfaces. Plus, a CSP ensures that all your files are updated in real-time, being stored immediately on updates by users.

They receive less attention for the unrivalled advantages they offer to improving the security, transparency and monitoring of workflow, which is invaluable when you have workers scattered across multiple remote locations.

With a CSP, it is possible to allow and track access by external users. They also provide version control which enables the recovery of older versions of the same document. This functionality supplies a crucial safety net; should several parties be working on the same document and make modifications that were not approved (or intended!), the original is still available unscathed.

The words ‘data protection’ usually causes ears to prick-up – especially since getting this wrong now comes with substantial legal and financial penalties. A CSP offers extensive control over sensitive documents and secure archiving. Access to folders can be set to the desired individual or group. Documents can be tagged to allow automatic alerts on access or modification. The system also leaves a trail of digital crumbs on amendments and updates as to who did them, when they did them and exactly what they changed.

On a practical note, with digitised documents, employees can easily retrieve what they need from CSP storage. Employees can easily run a keyword search to track down the relevant record, rather than hunt through piles of documents for a single piece of paper.

Agility and security are among the key reasons why a growing number of businesses are making the move to CSP operations. Costs are also much lower due to the growing pay-per-user and subscription licence nature of CSP software.

Automation is where document management is headed, as it has been for some time now. The shift from just being popular among the ‘forward thinking’ has moved well into becoming the new standard for organisations wanting to free-up employee time to focus on driving productivity and profit.

While content management integration was once excessively complex, time-consuming, and costly, today’s CSP tools provided easy yet powerful integration and automation and have rendered it simple and affordable to deploy across almost any type and size of organisation.

The future is bright for organisations taking advantage of the capabilities a CSP offers. SMEs and organisations of every scale can use the same technology that has powered digital giants to drive efficiencies and improvements in their businesses. As we emerge from Covid-19, let it future-proof your operations too.

When technology isn’t your core business it makes sense to go to a trusted external partner. Discover how we can help deliver real change in how your business operates and uses technology and get in touch.

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